Senior Administrative Assistant Supply Chain at the Hospital of the University of Pennsylvania

Penn Medicine • Philadelphia, PA • 2h ago

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Summary:

The Senior Administrative Assistant provides administrative and office support to a department or department leaders. They perform and anticipate certain administrative functions for leadership, including making decisions within authorized scope or directing the decision making to the proper authority.

Responsibilities:

Coordinates schedules and calendars by arranging meetings, appointments and travel arrangements. Uses independent judgment in managing calendar. Act as a liaison with outside vendors, scheduling meetings and providing the necessary paperwork to procure services and arrange payment for services rendered. Composes correspondence, e-mails, presentations, and reports. Types, formats, and proofreads a variety of materials including correspondence policies and procedures, reports, charts, statistics, minutes of meetings, etc. Coordinates all aspects of meetings including logistics, technology, presenters and agenda. Attends, take minutes, and distributes materials when directed. Answers and screens internal and external calls and visits to determine the urgency of the situation. Suggests appropriate referrals or informs direct report/team when situation warrants immediate attention. Performs and anticipates certain administrative functions for management, including making decisions within authorized scope or directing the decision making to the proper authority. This includes updating/ or assisting with updating of department SharePoint site and website. Provides research and administrative support to special projects, preparing data and follow-up on projects. Manages department equipment, supplies, office space and department specific systems. Sets-up, organizes, maintains and updates files and ensured strict confidentiality with verbal and documented information in the work area, and maintains security of physical and electronic information. Inputs and maintains data in prescribed systems. Coordinates and tracks workflows and projects through the department and/or organization to ensure paperwork is complete and follow-up services are provided in a timely fashion. This would include W9 collection, exempt forms, AP instructions, licenses, etc. Participates in the collection, documentation and tracking of department required payments, contracts, rebates, invoices, certificates of insurance, tax forms, or any additional items or processes as directed by department leadership. Sorts and distributes mail and other communication to appropriate recipients. Organizes and coordinates the flow of information both internally and externally and utilizes technology-based communication platforms. Acts as a liaison on the preparation of "Request for Proposal" (RFPs) for various contracts executed by Corporate Materials Management Department.

SECONDARY FUNCTIONS: The following duties are considered secondary to the primary duties listed above: Provides back-up to other support staff as needed, while working in a team environment in a way that is professional, cohesive and respectful. Assists with onboarding new employees and consultants to department by setting up access, technology and completing paperwork. Participates and/or lead committees as directed including special event planning, execution and clean-up. Coordinates Product Recall Notices received, routes recall to Corporate Purchasing to ascertain that product was indeed purchased by one of the entities and distributes recalls to the appropriate personnel for action required. Represents UPHS positively and confidently to all internal and external callers and visitors. Coordinates and prepares all vendor rebates and sends information electronically to the appropriate CFO's

Education or Equivalent Experience:

H.S. Diploma/GED (Required) with 7+ years Relevant experience

Associate of Arts or Science (Preferred) with 5+ years Relevant experience-Or Bachelor of Arts or Science with 3+ years Relevant experience

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

REQNUMBER: 305751

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